Project Coordinator

Description

Summary/Objective  

The Project Coordinator provides day-to-day operational and administrative support throughout the project lifecycle, helping ensure projects are accurately set up, scheduled, tracked, and closed out in a timely manner. This role supports Project Managers while communicating directly with customers, Service Providers, and internal team members on routine project needs, status updates, documentation, and follow-up.

Essential Functions 

Project Setup & Quoting

• Enters new quote requests and ensures project details and supporting documentation are accurately maintained in Facilitynet.

• Generates quotes for assigned projects, including storage quotes and recurring storage updates, and follows up on outstanding quotes as appropriate.

• Processes customer POs, primarily for projects under $5,000, ensuring scope, pricing, and project information are accurate and complete.

• Requests and maintains required project documentation, including BOMs, floor plans, drawings, COIs, schedules, and other supporting information.

Scheduling & Project Coordination

• Coordinates scheduling primarily for projects under $5,000 and provides scheduling and administrative support for larger projects.

• Communicates with customers and Service Providers regarding schedules, site contacts, access requirements, deliveries, documentation, and other routine project needs.

• Confirms project requirements and proactively follows up on outstanding information needed to keep projects on schedule.

• Maintains accurate project dates, milestones, notes, and status information within Facilitynet.

• Escalates schedule conflicts, scope changes, customer concerns, product issues, or other project risks to the Project Manager as appropriate.

Product & Project Support

• Monitors ship dates, receiving information, BOMs, and product status to ensure product is available for scheduled work.

• Communicates with customers, Service Providers, receivers, and other stakeholders to obtain routine product and project updates.

• Identifies missing, delayed, damaged, or incomplete product and assists with coordinating appropriate follow-up.

• Supports active projects by following up on open items, changes, punch items, documentation, and PPM/Punch compliance, ensuring outstanding actions are addressed.

Customer & Service Provider Communication

• Serves as a day-to-day point of contact for routine project questions, updates, and coordination needs.

• Provides timely communication and proactively follows up with customers, Service Providers, and internal teams regarding scheduling, product status, documentation, next steps, and outstanding action items.

• Responds to routine inquiries and escalates matters requiring Project Manager involvement.

• Documents relevant communication and project updates within Facilitynet.

Closeout, Reporting & Team Support

• Ensures required completion documentation, signatures, photos, work tickets, and other closeout information have been received.

• Prepares completed projects for invoicing and follows up on missing information that could delay project closeout.

• Reviews and maintains operational reports, including Need to Invoice, Call Date, Firm Schedule, Estimated Start Date, and Punch Compliance.

• Ensures Service Provider Evaluations are completed and follows up with the appropriate Project Manager as needed.

• Proactively uses reports and project information to identify items requiring action and supports the team during periods of high project volume.

Competencies 

1. Technical Capacity.

2. Communication Proficiency.

3. Initiative.

4. Problem Solving.

5. Sense of Urgency.

6. Thoroughness / Attention to Detail.

Supervisory Responsibility 

No direct supervisory duties. 

Work Environment 

This job generally operates in a professional office environment and is expected to operate standard office equipment such as a computer, printer, etc. 

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Prolonged periods sitting or standing at a desk and working on a computer.

• May occasionally lift objects up to 15 lbs.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type/Expected Hours of Work 

This position requires standard hours and rarely requires weekend work. 

Travel - 5%

Some training may require out-of-the-area and overnight travel, which varies on career path.

Education and Experience

• High school graduation, or its equivalent; Bachelor’s degree preferred.

• At least two (2) years of experience in an office support environment.

• 2) years of experience supporting a team of project managers in a related field is preferred. 

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Compensation: $24 - $30/ hour. Final compensation is determined by the candidate’s qualifications, experience, and internal equity. 

Installnet offers a benefits program which includes healthcare (single and family coverage available), retirement plan with employer contribution, paid leave, will preparation services, legal services, and more. 

Installnet is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, or any other protected status.